New Job Operations Assistant In Ontario

Job Details:
Permanent Full Time (CUPE 1329)

Posting Status:
Open to all current Town of Oakville employees and external applicants

Closing Date:
Applications for this position must be received at oakville.ca by no later than 11:59 pm on July 25, 2023.

Reporting to the Supervisor, Harbours, the Operations Assistant is responsible for providing timely, professional, courteous and effective administrative support to the Harbours section.

Job Responsibilities:

• Receive requests from a variety of channels; telephone, email and walk-in counter and provides accurate information to the public as it relates to Harbours and marina operations;
• Assists customers to provide information regarding marina services including mooring slips, winter storage, launch, haulout waitlist, and public launch ramp information;
• Creates harbour contracts within HMS as approved and directed by the Supervisor;
• Maintaining accurate records for both Oakville and Bronte Harbours;
• Triages requests, determining information needs and completing Customer Relationship Management (CRM/SalesForce) inquiries;
• Provides back up to other Operations Assistants (ie: vacation, sick, lunch breaks, etc.);
• Transcribes correspondence (letters, memos, reports, presentations, etc.) for management and other professional and technical staff;
• Maintains lists of customers and external contacts and arranges for mailings;
• Maintains, organizes and archives departmental, project and corporate files in accordance with file management protocols;
• Receives and forwards harbour requests and complaints to the Supervisor and provides assistance in following up to ensure complaints and requests are tracked and follow up with customers is complete;
• Orders and maintains accurate inventory of all office related materials and supplies, and maintains supplies of Harbours brochures, applications, guides and studies;
• Organizes and distributes incoming correspondence and coordinates incoming and outgoing mail;
• Monitoring of base station for 2 way radio and communication with other Harbours staff;
• Provide assistance in the creation of OU, OR and/or OP number on behalf of staff while maintaining vendor/contractor document and receives and completes follow thru;
• Prepare and process VISA monthly statements;
• Communicates with finance and purchasing staff to address process finance issues;
• Data entry into CRM, and/or CIS, HMS and Work Order Management programs and follow up with creating and closing Service/Work orders;
• Provides day-to-day administrative support;
• Participate in working a rotating shift during the recreational boating season for customer service support;
• Performs other duties as assigned.

Qualifications:

• Completion of a 2-year college diploma in office administration and/or computer software with knowledge of accounting practices;
• 1-3 years of related administrative experience, coupled with knowledge of Town operational areas and departments. Candidates with equivalent combination of education and experience may be considered;
• The successful candidate must possess excellent organizational skills and have the ability to work and multi-task in a fast paced environment;
• Demonstrated knowledge of Microsoft Office;
• Must possess exceptional front-line customer service skills that demonstrates the ability to communicate effectively and professionally, both with the public and staff;
• Positive participation as a team player is also a key component of this position;
• Superior keyboarding and computer software skills, including proficiency in computer applications (ie. Word, Excel, Outlook, GIS, CIS, JD Edwards, CRM/ACR, HMS, Access Bank or equivalent programs);
• Must possess a strong attention to detail;
• Familiarity with municipal and regional levels of government;
• Should have a basic understanding of standard Parks Maintenance and Harbours technical terminology used in an operational environment, office procedures and corporate policies and administrative/secretarial functions.

DATED: July 18, 2023

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.